Residence Manager

HeartShare Wellness LTD; New York (NY); On-site; USD 70,000 - 95,000; Full time

Job summary

HeartShare Wellness LTD is seeking a Residence Manager to oversee day-to-day operations of a residential program serving people with developmental disabilities in New York. You will provide leadership, vision, and direction across client services, program development, fiscal management, regulatory compliance, plant management, and staffing.

Responsibilities include ensuring regulatory compliance, scheduling, inventory management, incident reporting, and staff development.

Qualifications

• Experience managing residential programs serving people with developmental disabilities.
• Knowledge of regulations and organizational policies.
• Experience supervising staff and managing budgets.
• Strong organizational and reporting skills.

Responsibilities

• Ensure residence compliance with regulations and HeartShare policies.
• Develop and submit monthly schedules to Coordinator and DOP.
• Manage inventory and procure supplies meeting dietary needs.
• Reconcile orders and send invoices to central office.
• Manage petty cash and proper documentation.
• Document and report incidents promptly.
• Submit quarterly trends and SCIP forms as needed.
• Develop and publish observation schedules on SharePoint; review observations.
• Maintain facility including monthly maintenance checklists and safety inspections.
• Coordinate fire drills and ensure regulatory paperwork is processed.
• Ensure programs meet regulatory standards and pass audits.
• Recruit, hire and train residential staff; manage attendance in Paycom.
• Support program development and incident management processes.
• Develop community inclusion calendars and review inclusion logs.
• Schedule medical appointments and coordinate with clinical meetings.

Skills

Leadership

Staff supervision

Regulatory compliance

Program development

Scheduling

Budgeting / financial management

Safety

Communication

Tools

SharePoint

Paycom

Job description

Reporting to the Coordinator, the Residence Manager is responsible for the day-to-day operations of one residential program serving people with developmental disabilities. In conjunction with the Coordinator, the Residence Manager is also responsible for providing leadership, vision, and direction in the following areas: client services; program development; fiscal management, regulatory compliance; physical plant management; and program staffing.

Essential Functions And Primary Responsibilities Of Position

Operational Management and Safety

• Ensure that the residence is in compliance with all applicable regulations and organizational policies and procedures.
• Develop and submit monthly schedules to the Coordinator and DOP ensuring adequate coverage based on needs and publishing bi-weekly to staff
• Complete monthly inventory, purchase necessary food and supplies with approved vendors. Ensure that the residence is stoked with items that meet the dietary needs are met.
• Reconcile orders with deliveries, sign and send invoices to central office
• Manage the facility’s petty cash, reconcile biweekly, and ensure proper documentation and utilization of funds.
• Ensure documentation and reporting of incidents in a timely manner.
• Submit reporting and notifications as needed, including but not limited to quarterly submit trends, SCIP forms etc.
• Develop observation schedule in accordance with agency standards, publish and upload schedule and observation forms to SharePoint.
• Follow up and review observations as they occur
• Ensure the maintenance of the facility, complete monthly agency maintenance checklist, conduct daily inspection to determine cleanliness, hazards, etc.
• Develop fire drill schedules according to regulatory standards, review drills as they occur and ensure appropriate paperwork is processed as needed
• Implement systems to ensure that programs meet and exceed all regulatory standards, and that program staff follow all state and federal regulations, as well as HeartShare’s internal policies and procedures.
• Ensure that programs satisfactorily pass both internal HeartShare surveys and OPWDD surveys/audit and that no 45- or 60-day letters are issued

Staff Supervision and Development

• Recruit, hire and train residential staff according to regulations and agency guidelines.
• Prioritize hiring by partnering with Human Resources to provide timely feedback and updates
• Ensure staff receive appropriate certification/recertification as needed.
• Provide recommendations for training to further develop skills and keep track of attendance and completion
• Complete staff evaluations and performance reviews according to the agency policies and procedures
• Manage employees' time and attendance, review and approve timecards, vacation and other requests in Paycom.
• Conduct daily review of Precision Care (Pcare), ensure timely completion and coordinate with Services Support Coordinator (SSC) team to monitor compliance and prevent overuse of DCE

Program and Service Development

• Develop and publish community inclusion calendars monthly.
• Review inclusion logs weekly to ensure they are documented appropriately
• Ensure medical and clinical meetings occur according to the agency's expectations and standards.
• Determine how appointments need to be scheduled based on the medical meetings, ensure they occur and are scheduled as needed.
• Record and provide meeting notes and follow up on recommendations as assigned
• Participate and follow up on recommendations from Day Program and Life Plan Meetings

Incident Management

• Daily check for occurrence, if occurrences exist review for accuracy, and complete needed follow-up, i.e. notifications made, medical follow-up completed etc.
• Monthly ensure that items needed to close out occurrences are present, i.e, investigation summary, statements, etc.